Program and Administrative Officer for Employee Formation I  

I. Program Management Support

• Prepares the necessary materials, information and logistics for the administration of needs assessment for employee formation programs
  • Researches best practices and current trends on employee formation programs
  • Summarizes reference materials prepares data in terms of needs, opportunities, and success factors for decisions and recommendations
• Consolidates program schedules and drafts annual program calendar with the Spiritual Formator/Program Officer and upon approval of the Head
  • Monitors implementation of scheduled programs and updates the calendar
  • Designs, disseminates, updates, and announces through online channels, emails, Blueboard
• Prepares logistical requirements for program runs (e.g. venue & transportation reservation, ordering of food, coordination with resource persons, venue set up, invitation/registration sign up, and attendance tracking, etc.)
  • Attends employee formation programs and provides onsite logistical support
• Administers program evaluation tools, and summarizes feedback
  • Provides initial analysis of data gathered and recommends improvements to the programs

II. Frontline and Secretarial Support

• Serves as the frontline at the Office of the Gesú Rector
  • Attends to inquiries and requests received by the Church of the Gesú
  • Coordinates the flow of information internally and with offices
• Manages the appointments and schedules of the Rector, and arranges necessary logistical requirements
  • Documents meetings, proceedings, and events organized and attended by the Rector
• Drafts letters, announcements, and correspondences of the Church of the Gesú, for review and approval of the Rector
  • Disseminates updates and announcements through communication channels
• Organizes the proper filing and repository of hard copy and electronic documents, records, and reports of the Church
• Provides help in preparing annual reports and website and social media postings
  • Creates and maintains an online database of articles featuring Gesú-related activities
• Provides administrative support to the Office of the Assistant Vice President for Ignatian Spirituality Formation, when necessary

III. Resource Management Support

• Assists the Rector in annual budget preparation by collating documents and providing necessary data
  • Maintains and tracks the Church's financial resources, monitoring expenses vis-à-vis the approved budget
• Processes financial transactions for the Church, such as liquidation, cash advances, budget transfers, etc.
• Monitors the inventory of supplies and resources of the Church and Rectory (replenishment, proper storage, and good working condition)
• Ensures orderliness and cleanliness of the Church and Rectory, and reports maintenance works
• Prepares the drafts of the TORs and the SAWICs of the Gesú Church Ministers for signing

IV. Liturgical and Pastoral Support

• Manages the liturgical calendar and activity schedules of the Church of the Gesú and Rectory
  • Monitors and schedules the use and reservations of the Church, chapels, and other Church facilities
• Handles coordination and logistical support requirements for Church activities
• Coordinates with Church Ministers to ensure all liturgical roles are filled (e.g. lectors, etc.)
• Coordinates with Mass Presiders and Confessors for the Mass schedules, Confessions, and other liturgical events
• Provides logistical support to the Church and Rectory activities
• Attends and makes the Minutes of the monthly Gesú Team meetings

• Graduate of any Bachelor's Degree
• With at least 3 years of work experience in the administrative work
• With at least 1 year work experience in program implementation
• Previous work experience or familiarity with the Ateneo de Manila educational system is an advantage